Manage clients, cases and programmes from one integrated platform
Smart Source Case and Programme Management System helps social service agencies manage referrals, client intake, assessments, case plans, interventions, sessions, documents, payments, outcomes and reporting through one secure cloud-based platform.
- Client intake and referrals
- Case plans and workflows
- Sessions and interventions
- Outcomes and reporting
Complete Case Lifecycle Management
Manage every stage of a case, from referral and intake through assessment, intervention, review, outcomes and closure.
- Client and household profiles
- Case stages and status tracking
- Assessments and case plans
- Sessions, interventions and follow-ups
- Outcome and programme reporting
One trusted view of every client, case and programme
Replace fragmented spreadsheets, manual case files and disconnected communications with a structured case management solution. Smart Source CMS consolidates client information, referrals, assessments, case plans, sessions, documents, payments, outcomes and communication history.
- Maintain complete client, family, household and stakeholder profiles.
- Track referrals, intake, assessments, case status and assigned workers.
- Record sessions, therapies, services, interventions and follow-ups.
- Store consent forms, supporting documents, notes and attachments.
- Monitor programme participation, progress, outcomes and closure.
NCSS Green Lane funding may be available
Case/client management solutions are included under the NCSS Green Lane solution pathway. Eligible Social Service Agencies may receive support under the Transformation Sustainability Scheme for qualifying projects.
Our team can assist with requirements scoping, solution documentation, quotation preparation, implementation planning, configuration, data migration, training and post-go-live support.
Smart Source Case and Programme Management System is not presented as an NCSS pre-approved solution. Funding may be available through the Green Lane solution pathway and remains subject to the proposed project scope, agency eligibility, prevailing funding limits, assessment and formal approval by NCSS. Please refer to the official NCSS website for current requirements.
Improve service coordination and case visibility
Give case workers, counsellors, therapists, programme staff and managers a shared view of client needs, case activity, responsibilities, progress and outcomes.
Everything needed to manage clients, cases and programmes
Smart Source Case Management connects client records, referrals, assessments, case plans, sessions, interventions, documents, payments, communications and outcomes within one integrated solution.
360-Degree Client Profiles
View personal details, household relationships, case history, programme participation, appointments, documents, payments and communication history from one profile.
Referrals and Intake
Capture referrals from internal or external sources and manage screening, eligibility, consent, intake and assignment workflows.
Assessments
Record structured assessments, needs, risks, strengths, eligibility findings, review dates and supporting notes.
Case Stages and Processes
Configure case stages, status values, business process flows, approval steps, tasks, rules and automated workflows.
Case Plans and Goals
Define case objectives, actions, responsibilities, target dates, review milestones and expected client outcomes.
Case Worker Assignment
Assign case workers, counsellors, therapists, supervisors and other staff with role-based access to relevant records.
Sessions and Appointments
Schedule and record counselling sessions, therapies, appointments, home visits, reviews and follow-up activities.
Services and Interventions
Track services, interventions, treatment activities, referrals, resources provided and client participation.
Programme Management
Manage programmes, enrolments, service delivery, attendance, staff assignments, programme capacity and participant outcomes.
Documents and Case Notes
Store case notes, consent forms, assessment documents, supporting files, letters and other authorised attachments.
Communication Timeline
Maintain a chronological history of emails, calls, meetings, tasks, notes, reminders and client interactions.
Alerts and Notifications
Automate reminders for reviews, appointments, document expiry, outstanding tasks, follow-ups and escalation deadlines.
Payments and Financial Records
Record service fees, programme payments and subsidies, and integrate with supported payment or accounting systems.
Outcome Tracking
Record progress, review results, achieved goals, outcome indicators, discharge information and reasons for closure.
Dashboards and Reports
Monitor active cases, caseloads, referrals, service delivery, overdue activities, programme participation and outcomes.
Import and Export
Import existing client and case records and export authorised filtered lists and reports to Excel or CSV.
System Integrations
Integrate with websites, Microsoft 365, payment gateways, accounting platforms and authorised external or legacy systems.
Security and Audit Trail
Control access using security roles and Microsoft Entra ID while maintaining a traceable history of important changes.
Client Self-Service Portal
Provide clients or external stakeholders with secure online access to selected services while reducing routine administration.
- Submit referrals or service applications
- Update authorised profile information
- Upload requested supporting documents
- View appointments and programme activities
- Complete forms, surveys and assessments
- Receive notifications and service updates
- Submit feedback or follow-up information
Workflow and Process Automation
Standardise case and programme processes using Power Automate, business rules and configurable business process flows.
- Referral screening and intake workflows
- Case assignment and approval processes
- Assessment and case-plan reviews
- Task assignment and escalation
- Appointment and follow-up reminders
- Document generation and approvals
- Case closure and outcome workflows
Secure, scalable and configurable for your organisation
Smart Source Case Management is built on Microsoft Power Platform and Dataverse. The solution can be configured around your service model, case stages, assessments, forms, workflows, reporting requirements and integration needs.
- Microsoft Power Apps for case and programme administration
- Power Automate for workflows and notifications
- Dataverse as the centralised data repository
- Power BI-compatible dashboards and reports
- Microsoft Entra ID authentication and role-based access
- Web and mobile access through supported devices
- Configurable forms, views, rules and business processes
A structured path from requirements to go-live
Our implementation process covers case-management requirements, configuration, data migration, integration, testing, training and post-deployment support.
Discover
Review referral, intake, case, programme, reporting, security and integration requirements.
Configure
Configure client profiles, case stages, forms, assessments, workflows, templates, roles and dashboards.
Migrate and Test
Prepare agreed client and case data, migrate records and complete system and user acceptance testing.
Train and Go Live
Train case workers, programme staff and administrators, deploy the solution and provide post-go-live support.
Ready to modernise your case management operations?
Speak with our solutions team about your referral process, case stages, assessments, programmes, reporting, data migration, integrations and potential NCSS Green Lane funding eligibility.
Book a Free Consultation